Deputy Director of Administrative Services

Title of Position: Deputy Director of Administrative Services

Department: Administration

Reports To: Executive Director

Dated: March 2022

Fair Labor Standards Act: Exempt

General Summary:

Under the supervision of the Executive Director, this position is responsible for the leadership and management of assigned District operations and initiatives. This role is integrally involved in assisting the Executive Director and the Board of Directors in strategically developing and implementing initiatives that will carry out the Districts mission and goals. May assume responsibility for the District during the Executive Directors absence.

Essential Duties & Responsibilities:

1. Communicate and collaborate with Executive Director, Leadership Team, Management Team, the Board of Directors, community partners and community members.
2. Develop performance measures based on critical operational outcomes to meet District strategic objectives.
3. Assists in overall operation of the Finance, Human Resources, Marketing/Communications, and Information Technology Departments.
4. Develop policies, procedures, and best practices that demonstrate exceptional customer service and prudent stewardship of District revenues and resources.
5. Confers with Department Heads on addressing staffing, organization, budgeting, operations, and other aspects of management.
6. Conducts regular detailed administrative analysis and provides summary reports to Executive Director.
7. Participates in District-wide budget preparation including analyzing department budgets to identify trends or concerns.
8. Supervises or participates in the collection, examination, analysis, and compilation of a wide range of reports and studies.
9. Prepares comprehensive reports for the Executive Director and Board of Directors.
10. Reviews and updates District policies and procedures in consultation with Executive Director and Board of Directors.
11. Analyzes departmental organization and operating practices and makes recommendations for improved services and efficiencies.
12. Consults on methods of debt financing major capital projects, works with Finance Director, underwriters and agents, reviews documentation for accuracy and assists with determining debt structure.
13. Establishes and maintains effective working relationships with governmental officials and the public; may appear before community groups from time to time to explain District actions.
14. Assists in the selection, training, supervision, and evaluation of staff as assigned.
15. Assists in the development and implementation of District and departmental plans as assigned.
16. Responsible for recommending, negotiating, and monitoring contractual agreements with other agencies and private contractors.
17. Acts as a consultant to the other department heads on policies and inter-departmental relationships.
18. Monitors the Districts risk management and safety compliance programs and updates as needed.
19. Act as liaison to Hyland Hills Foundation Board of Directors.
20. Acts as Executive Director when required.
21. Performs other related work as required by the Executive Director.

Other Duties and Responsibilities:

1. Attends regular evening Board of Directors meetings and study sessions; may attend evening or weekend community meetings.
2. Provides consultation, interpretation, and advice to District staff regarding concerns or problems.
3. Develops and leads citizen committees.
4. Makes presentations to variety of boards, commissions, and citizen groups.
5. Works on special projects as needed

Knowledge, Skills, and Abilities Required:

1. Considerable knowledge of the theories, principles, and practices of planning, organization, management, fiscal resource management, employment practices, and communications for public entities.
2. Considerable knowledge and experiences regarding the principles and practices of public administration.
3. Knowledge of the principles and practices of fiscal administration and data analysis.
4. Ability to evaluate complex circumstances, identify tangible alternative actions and to formulate effective plans and procedures.
5. Ability to develop and install operational and administrative procedures and to evaluate their efficiency and effectiveness.
6. Ability to prepare reports and to present facts clearly and concisely, orally, and in writing.
7. Ability to establish and maintain effective working relationships with administrative officials, leadership team, employees, community partners, outside consultants/vendors and the public.
8. Ability to run effective and productive meetings.

Working Environment/Physical Activities:

Requires sitting at a desk 50-75% of the day in a busy office environment with frequent interruptions. Requires the ability to lift a maximum of 10 pounds; occasional lifting and carrying of objects; standing and walking; some hand eye coordination to operate computer keyboard, vision for reading and interpreting information; speech communication and hearing to maintain communication with employees and guests. Requires the ability to operate a vehicle; visits to multiple District facilities in various weather conditions which may include extreme heat, extreme cold, snow, rain, or icy conditions. Occasional environmental conditions encountered may include noise, fumes, odors, grasses, molds, and dust.

Education/Experience:

1. Bachelors Degree in Public Administration, Recreation, or related field; a masters Degree is preferred.
2. Minimum of five (5) years of progressive experience in parks, recreation, community services, finance, and supervision.
3. A minimum of three (3) years of experience in a senior level management position.

This job description may be amended from time to time and is established by Hyland Hills Park & Recreation District. The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to outline the basic requirements, duties, and general responsibilities of the position. This position is "at will", which means the District may terminate the employment relationship at any time and for any or no reason, subject only to the requirements of Federal and State law. Similarly, the employee may terminate the employment relationship without notice at any time for any or no reason.